An Overview of Integrated Management System (IMS)

G-Certi Inc., June 30, 2020

Guest Speaker, Rashid Hussain CHRL/CQA

QMSISO 9001

OHSISO 45001

EMSISO 14001

IMS

Lead AuditorG-Certi Inc.(ISO Registrar)www.gcerti.ca

President

SMART Management Solutions Inc.

(Consulting, Training & Auditing Services)

www.smartmanagementsolutions.ca

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Welcome to G-Certi Inc.

Please keep social distance and stay safe. Thanks2

Introduction of Guest Speaker – Rashid HussainEducation MSc. TQM, MBA, MBE, B.Com

Designations

• Certified Human Resources Leader (CHRL), HRPA

• Certified Human Resources Professional (CHRP), HRPA

• Certified Quality Auditor (CQA), ASQ

Lead Auditor

Certifications

• QMS (ISO 9001 & IATF 16949)

• EMS (ISO 14001)

• OHS (ISO 45001 & OHSAS 18001)

Experience

• Leadership: President, CEO, Member of Leadership Committees

• Management: Quality, Human Resources, Environment, Health & Safety

• Consulting/Training/Internal Auditing: ISO 9001, IATF 16949, ISO 14001 & ISO 45001

• 3rd Party Auditing: ISO 9001, ISO 14001 & ISO 45001

Volunteer

• Program Chair: ASQ Kitchener Section (2020)

• Mentor: Guelph & District Human Resources Professional Association (GDHRPA)

• Member: Mentorship Committee, GDHRPA

Membership• Human Resources Professional Association of Canada (HRPA)

• American Society of Quality (ASQ) 3

Meeting Agenda

• What is an Integrated Management System (IMS)?

• Which management systems can be integrated?

• How different management system can be integrated ?

• Examples of Integrated Management System

• What are the benefits of an integrated management system?

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An Integrated Management System (IMS)

A management system which consolidates two ormore management systems from differentdisciplines into one system is called an IntegratedManagement System

Examples

• QHSE (Quality, Health, Safety & Environmental)

• HSE (Health, Safety & Environment)

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Why we need to Integrate Management Systems?

There can be multiple objectives of integratingmanagement systems depending on therequirement of an organization, but one of the keyobjectives is an effective management andoperations of different management systems as asingle system.

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Which management systems can be integrated?

All management systems operating in an organization can be integrated to a certain extent

Integration of Quality (ISO 9001), Environmental (ISO 14001) and Safety (ISO 45001) Management Systems and Health OR Safety & Environmental Management Systems (i.e. ISO 45001 & ISO 14001) are very common examples

Interested parties requirements can also be integrated with relevant management system(s) e.g. In Automotive Industry often FORD, GM, FCA requirements are integrated into QMS Documented Information and same as Compliance Obligations are integrated into EHS Management System.

Different business policies, processes and systems operating in an organization can also be integrated

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How different management systems can be integrated?

• Take a lead to identify the objective(s), scope and benefits of an IMS

• List the resources including time and budget for implementation

• Sell the cost vs benefits of IMS to leadership for their approval

• Present the proposal to Process Owners and relevant Interested Parties for their buy-in

• Establish a team using multidisciplinary approach

• Provide initial training to implementation team & process owners

• Identify the common elements of different management systems which can be integrated e.g. Manual, Policies, Procedures, Job Descriptions, Work Instructions and Objectives etc.

• Prepare a project plan including timelines for documented information, training (i.e. process owners and end users), implementation, internal auditing, management review and certification (if required)

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How different management systems can be integrated? – Contd.

• Complete the documented information with the engagement of relevant process owners and interested parties

• Implement the documented information by providing training/support to end users

• Conduct internal audit and management review to see effectiveness of IMS

• Establish objectives for continual improvement based on internal audit results and decisions/actions agreed in management review

• Conduct pre-assessment if required• Call certification body for 3rd party audit

Note: You may hire a competent consultant to integrate management systems if internalcompetence and resources (e.g. time & human resources) are not available

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Examples of IMS

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5.2 Management System Policy

orQHSE Policy

We at G-Certi believe in the philosophy of continual improvement to achieve the highest standardsof Quality, Health, Safety and Environment (QHSE). We meet and where possible exceedcustomer satisfaction and expectations of our interested parties by:

• creating awareness of risk-based thinking throughout the organization• defining responsibilities to achieve IMS objectives• training employees for effective use of its management system• providing reliable and timely services• eliminating hazards and reducing OH&S risks• ensuring consultation and participation of employees• preventing injuries and work-related illnesses• protecting environment, preventing pollution and achieving environmental performance• minimizing and where possible eliminating the environmental impact of business activities• making the most efficient use of natural resources• complying with applicable regulators and other interested parties' requirements• reviewing the policy for continuing suitability and establishing objectives for continual

improvement

We communicate this policy to all employees and make it available to interested parties by postingit on our website.

PresidentRashid Hussain

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4.3 Scope of IMS or QHSEG-CERTI lnc. located at 100 Matheson Blvd E, Mississauga, ON L4Z 3P8provides “Management Systems Certification and Training Services”subject to following exclusions:

• “Clause 7.1.5, Monitoring and Measuring Resources” is notapplicable as organization doesn’t have any monitoring andmeasuring equipment which require calibration.

• “Clause 8.5.1f, Control of Product and Service Provision” is notapplicable as SMS does not have any special process for which theresulting output cannot be verified by testing.

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4.2 Interested Parties & their ExpectationsInterested Parties Expectations

Customers • Product and services quality

• On-time delivery

• Response time to enquiries, concerns and complaints

• Environmentally friendly operations

• Highest standards of health and safety at workplace

Suppliers • Communication of onsite health and safety hazards/risks

• Communication of onsite environmental aspects/impacts

• Clear specification of products & services

• Compliance with contractual terms and conditions

Regulators • Compliance with applicable legal requirements

Leadership • Return on investment

• Compliance with applicable requirements interested parties

• Conformance with company policies and procedures

• Meeting and exceeding customer satisfaction

• Most efficient use of natural resources

• Safety first

Employees • Safety at work

• Provision of training to perform assigned tasks

• Environmentally friendly workplace

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Management System Objectives# Objectives Action Plan/Milestones Responsibility Resources

Required

Status

1 To increase the on-time delivery of

projects from 90% to 95% by Dec

31/2020

• To establish a plan for effective communication with clients and interested parties

(customers, consultants, auditors & trainers)

• To use Risk-based-Philosophy to improve scheduling and reviews with clients

• To use project management tools to track project timelines

2 To get ISO 45001 certification by Nov 20,

2020

• To establish ISO 45001 implementation team

• To provide required training to implementation team

• To conduct ISO 45001 Gap Analysis from documentation, implementation and

integration prospect

• To establish and integrate required ISO 45001 documented information to

existing IMS

• To train interested parties and implement the updated IMS

• To conduct Internal Audit & Management Review

• To identify the opportunities for improvement and action plan

• To identify Certification Body and schedule certification audit

3 To reduce the use of paper by 50% in

training business by Dec 31/2020

• To provide option of soft copies to all participant with the message of playing

their role to conserve natural resources

4 To develop a team of 7 competent

internal auditors from different functions

to conduct audit of IMS by Jul 19, 2020

• To identify training requirement of existing and potential internal auditors

• To identify and select training provider

• To establish training schedule and provide required training

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Benefits of Integrated Management System

• Organization can save lot of cost including but not limited to internal auditing, certification, training, implementation, management and consulting

Cost Saving

• It’s easy to manage/operate IMS instead of managing individual systems

Easy Management & Operations

• Resources are used efficiently/effectively when operating and managing IMS

Efficient/Effective Use of Resources

• IMS improves internal/external communication to achieve intended results

Improved Communication

• IMS eliminates conflicting responsibilities and authorities

Responsibilities & Authorities

• Organization can save lot of time including but not limited to auditing (both 1st, 2nd & 3rd party auditing), training, implementation, management and consulting

Time Saving

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Benefits of Integrated Management System – Cont.

• Effective Risk Management

• IMS provides better understanding of risk to entire organization by portraying bigger picture of risk on canvas than impact of risk on individual management systems

• Effective Management of Opportunities

• IMS provides better understanding of opportunities by portraying bigger picture of continual improvement

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Example of Common and Standard Specific Requirements

Clause

#

Common

(9K,14K & 45K)

Common

(14K & 45K)

Only QMS

(9K)

Only EMS

(14K)

Only OHS

(45K)

4 4.1, 4.2, 4.3, 4.4

10 10.1, 10.2 & 10.3

9 9.1.1, 9.2, 9.3 9.1.2

8 8.1.18.4 (9K) & 8.1.4 (45K)

8.1 (14K) & 8.1.1/8.1.2

(45K)8.1.28.2

8.1, 8.2, 8.3,

8.5, 8.6, 8.7

*8.1 *8.1.1, 8.1.2

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4.4./9.2 Turtle Diagram – A Tool for Process Risk Management

With What? (Material/Financial/Other Resources) Opportunities With Who? (Human Resources)

• Infrastructure (Hardware, Software, Office etc.)

• Time

• Resources for Audit (Financial/Materials/Others etc.)

• Use of Risk-based-Thinking in Auditing

• Effective Audit Planning

• Effective Training

• Maintaining adequate number of competent

Auditors

• Qualified Auditors

• Lead Auditor

• Auditee

Inputs Internal Auditing Process Output

• Audit Plan /Schedule

• Audit Criteria (Req of IMS, ISO 9001, ISO 14001, ISO

45001 and Interested Parties)

• Risks & Opportunities (QMS, EMS & OHS)

• Importance and Criticality of Processes

• Changes affecting the Organization (QMS, EMS & OHS)

• Results from previous audits

• Internal and external performance trends

• Complaints from Customer & Interested Parties

• Audit Report

• Summary of Audit Findings

• Non-Conformity Report (if any)

How? (Methods/Control/Documented Information) Risks Monitoring/Measuring (KPIs/Process Results)

• Audit Planning

• Documented Information (i.e. Policies, Procedures etc.)

• Audit Checklists

• Audit Frequency

• Audit Methods (Interviews, Observations and Review of

Documented Information)

• Poor Audit Planning (not based on Risk)

• Ineffective Audit Training

• Auditor’s Competence

• Availability of Competent Auditors

• Infrastructure Failure

• Lack of Resources

• Inadequate Frequency

• Quality, Health, Safety & Environmental (QHSE) Targets

• QHSE Risks & Opportunities

• Internal/External Audit Results

• Effectiveness of Corrective Actions

• # of Nonconformities & Noncompliance

• Maintenance of Certification (ISO 9001, ISO 14001, ISO

45001)

• Number of Safety & Environmental Incidents & Near

Misses

• Lost Time/Workdays

• Workers Compensation Cost18

Example of some common procedures to integrate

Control of Documented Information

Competence, Training and Awareness

Internal Audit

Management Review

Control of Nonconformity

Corrective Actions

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Example of some common procedures to integrate –Contd.

Management of Risks & Opportunities

Change Management

Monitoring & Measuring Resources (Calibration)

Communication

Monitoring, Measurement, Analysis and Evaluation

Continual Improvement

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